UIUC Music Library Annual Report

Recon and reclass of reference. The entire reference book collection is now represented in DRA, and materials classed in Dewey have been reclassed to the LC classification. Under Burbank's direction, the Music Cataloging department managed the electronic bibliographic control of the recon/reclass project, which was undertaken in January 1999 and completed in June 2000. As books were reclassified from Dewey to LC, Scarbrough, Buss, and Chris Pawlicki supervised several shifts of the books, and once the project was completed, they had the books distributed evenly throughout the reference stacks.

Assumed responsibility for all copy cataloging of music materials. In December 1999, the position devoted to copy cataloging for music in Main Library Technical Services was transferred to Music Cataloging. The backlog of new acquisitions was transferred to the Music Library, and we designated Listening Room 6 as the storage space for the backlog. Griscom and Pawlicki transferred the materials that had been housed in the listening room to an office in Special Collections. Once bookcases had been installed and attached to the wall in January, Burbank organized the backlog by material type and selected a color-coding scheme to limit aging of the media backlog; Andy Bendel and Jane Menkhaus oversaw daily maintenance of the backlog.

Periodical shelving area. During conversations in 1997 and 1998, the Music Library staff identified the creation of a separate periodicals section as a project that would greatly benefit users of the library. During summer 1999, Griscom worked with graduate assistants to develop a list of periodicals and to measure the shelving space needed to accommodate five years' growth. The staff identified the northwest corner of the library as the best area for the periodicals collection. In order to free up sufficient space, the MT books were moved to the east side of the library, and the shelving ranges of LPs were compressed to eliminate extra space. The periodicals were transferred to the new area in alphabetical order, and free shelves were left at the bottom of each unit to accommodate titles that had been missed during the initial survey. After the periodicals had been shifted, the Dewey and LC books were redistributed evenly among the stacks on the east side of the library.

Marking. Early in 2000, the Music Library began marking new materials, which was formerly the responsibility of the Main Library. In summer 2000, the library adopted the Microsoft Word-based label production system developed by Main Library Technical Services.

Clean-up project for periodical locations. Graduate Assistant Kevin Medows checked the location codes for our 910 periodical titles. 351 required location changes, which were completed in January 2000.

Access projects. Kevin Medows prepared a finding aid for the cassettes, posters, and photographs held in the King collection; Wanda Nettl completed her work on creating bibliographic descriptions of materials in the Frankel Collection; and Eunmi Shim prepared a preliminary finding aid for the archival business records in the Young Collection (housed in the University Press building).

Sheet music processing. Pat Foster processed 3,451 pieces of vocal sheet music and 1,338 pieces of piano music. Student assistants began adding data for sheet music formerly listed only in manual files, and they made outstanding progress: 39,982 records were input for vocal music and 1,340 for piano music.

Kasura Collection. Tammy Livingston's processing work, funded by the Kasura family, is nearly completed.

Transfer of materials between Smith Hall and the University Press Building. After the transfer of the choral music collection to Smith Hall 306 was completed, the WGN Collection, comprising several dozen moving boxes, was moved to the University Press Building.

Processing of materials in University Press building. Geil organized and prepared 847 shelf boxes of solo and ensemble materials. This represents approximately 30,000-35,000 individual items of sheet music, method books, scores, and anthologies.

Bibliographic instruction. Troutman developed a Web-based bibliographic instruction program for Music 110.

New acquisitions list. Troutman arranged for the generation of monthly new-acquisitions lists, which are now mounted on the Web.

For fiscal year 1999/2000, the library received an increase of $9,748 (approximately 8.4%) for its materials budget, bringing our total materials budget to $125,200. This amount was divided as follows:

By the end of the fiscal year, the library had completely expended its allocation.

Approval plan for German-language books. Griscom established an approval plan for German-language books with Otto Harrassowitz ($7,500 for FY2000: $2,500 in addition to a $5,000 prepayment made in FY1999)

Musicology dissertations. Griscom and Prof. John Hill selected fifty-three musicology dissertations produced by fifteen distinguished U.S. programs. Hardcover copies were ordered in July ($1,820).

NEH Challenge Grant competition. Sixty eight volumes of Music Trades were acquired on microfilm.

Evaluation of vendors for RILM. After receiving a quote for RILM access from OCLC that far exceeded rates for past years, the librarians and graduate assistants compared RILM access through NISC's Biblioline to the new FirstSearch interface and made a recommendation to Paula Watson to transfer our contract to NISC.

Received funding for Music Index Online. EIRC approved funding for Music Index Online, a database that has been in great demand by faculty and students.

E-journals list. Graduate assistants Kevin Medows and Andy Leach reviewed each e-journal listed on the Indiana University Music Library's Web site and determined which ones were truly periodical publications. Following Troutman and Griscom's review of the abridged list, Leach and Medows created the Music Library's e-journal list at http://www.library.uiuc.edu/mux/ejournals.php

New microfilm reader/printer. The library acquired a new microfilm reader/printer in early 2000.

Visit by Indiana University music librarianship students. The library hosted a group of music librarians and music librarianship students on 14 April 2000. The professional staff made a presentation on how work is organized in our library, followed by a lecture by Don Krummel.

Increased availability of library PCs. Griscom worked with John Weibel in the Library Systems Office to block access to email hosts on three public PCs so that those machines could be devoted solely to library research. Weibel put the block in place in January 2000.

Circulation student orientation/training sessions. Scarbrough conducted training sessions for new and returning students in the fall and spring semesters.

Sessions for reference staff. Troutman presented several reference "refresher" sessions covering new online resources.

Cataloging staff members. Burbank trained two new full-time staff members (Jane Menkhaus and Andy Bendel), a practicum student (Morris Levy), and a King graduate assistant (Marlen Vavrikova).

Reference graduate assistants. Troutman trained Dan Boomhower (practicum student) and Andy Leach (King graduate assistant) for service at the Information Desk.

ETB grant approved. Griscom submitted an Educational Technologies Board grant proposal to fund a networked audio reserves project for fall 2000. Although the board approved the project on 13 April 2000, the funding is being withheld pending the approval of office of the University Counsel, which has legal concerns about the digitization of CDs. Griscom has sent the Provost's Office documentation showing that at least five university libraries in the United States have had similar projects in production for more than two years.

DRA reserve module. The library implemented the DRA reserve module in fall 1999. The traditional card file was used as a backup, but it will be discontinued in fall 2000, when DRA will become the sole source for information on course reserves.

CDs circulated online. Beginning in spring 2000, compact discs and special-permission reference charges were made using DRA rather than manual charge slips.

Measurement, evaluation, and assessment activities

CFAA space survey. At the request of John Garner, chair of the College of Fine and Applied Arts Library Committee, Griscom conducted a survey of the library's public space and shelving and submitted the following report:

(There are other issues of concern with Special Collections space, however. The area is crowded, insecure, and without environmental controls.)

(Periodicals were shifted last summer to accommodate five years' growth; in four years, we will need to shift LPs to remote storage to free up space for periodicals. We would not need to shift all of the LPs at one time, but a complete shift would require 1116 linear feet of remote storage)

Goals and planning

Continue the reclassification and conversion of the reference collection. Project completed June 2000.

Networked reserve listening. ETB grant for ca. $6000 approved, but release of the funding is awaiting the approval of University Counsel.

Continue work on the unprocessed holdings in the University Press building. Significant progress was made this year on organizing, processing, and weeding materials in the University Press building.

Establish a book approval plan for German-language materials. Completed summer 1999.

Make more efficient use of the library's clerical employees by minimizing the time they spend at the public-service desks. Because the library's student wage budget is not adequate to staff our two service desks during all of our hours of operation, we have had to assign library clerks to desk duty. This is an expensive way to staff the service desks, and it takes the clerks away from the important work they were hired to do. We will attempt to secure an increase in student wages.

Reconfigure internal procedures for acquisitions. Upon the retirement of Pat Foster on 30 September 2000, we will propose that her chief clerk position be redefined as an acquisitions clerk whose responsibilities will include preorder searching and order processing as well as the chief clerk's current responsibilities for supplies, mail, label preparation, and occasional circulation supervision.

Backlog of new acquisitions. We will search the entire backlog of new acquisitions for copy on OCLC and catalog those items for which copy is found. The projected completion date is 30 June 2001.

Retroconversion/reclassification of Reference scores. Now that the reference books have been converted and reclassified to LC, we will begin laying plans for the remainder of the Reference collection, which includes the collected works, musical monuments, and some individual scores.

Integrate collections of publishers' catalogs and plan the creation of a finding aid. The library holds a fairly large historical collection of music publishers' catalogs in the University Press Building. Last year, the library also acquired Ernst Krohn's collection of catalogs, which was organized by an LIS 433 student. We will work on integrating these collections and preparing a finding aid.

Make significant progress on a finding aid for the King LPs. The King LPs are the only remaining part of the King donation that is not accessible either through the online catalog or an independent finding aid. A priority for the King assistants this year will be to add information for a large number of these LPs to the Microsoft Access database we set up for the LPs two years ago.

Weed and shift printed materials. We will weed and shift Special Collections to help alleviate crowding on the shelves.

Phase boxes. We will identify books and scores in Special Collections whose condition calls for protective enclosures.

Frankel Collection conservation work. The Frankel Collection of rare eighteenth and nineteenth century prints is in need of protective enclosures. In response to Griscom's proposal to the Preservation competition last year, Karen Schmidt said that these supplies could be purchased out of one of her funds. Griscom will follow up with her.

Conduct an inventory of materials held for several decades in Conservation. Griscom made a cursory review of materials that have been held in the Conservation Department for at least a decade. A more thorough review needs to be made, and we need to compare what we find in Conservation to the records we have kept on what we believe to be there.

Mount finding aids on Web. The following finding aids should be ready for mounting on the Web by the end of the year: the list of King cassettes, posters, photographs prepared by Kevin Medows in 1999; Tammy Livingston's general description of the contents of the Kasura Collection, currently available in draft; and Wanda Nettl's bibliographic descriptions of scores in the Frankel Collection.

Special Collections guide. Geil will begin preparing a compendium of information on special collections with the Music Library, including contents/extent, location, means of retrieval, and provenance. Ultimately, this document will be mounted on the library's Web site.

Redesign Web site. The current Web site has been in place for over two years and needs to be overhauled.

Library map. A map of the library, reflecting the 1999 changes in shelving locations, needs to be prepared and mounted on our Web site.

Shift music stacks. Some sections of the music stacks are becoming crowded and a general redistribution is needed.

Security stripping. Continue retrospective security stripping of materials in the collection.

Replacement procedures. Review procedures for replacing materials that have been reported lost or missing. Reconcile present missing/lost report and issue orders for replacements.

Web-based instruction. Continue to explore the use of the Web for user education.

Provide network delivery of audio reserves. We will implement networked audio reserves once we receive the approved ETB grant funding.

Security in Special Collections. Our Special Collections area houses many types of materials, including reserve books and scores, CDs, videos, microfilm, and materials considered to be rare and in need of special security. A partition is needed to separate the media and reserve collections from the rare materials so that they can receive greater protection.

Sound problem in reading room. The tile floors in the library cause noise to drift from the circulation area to the reading room, and we continue to receive complaints despite efforts on the part of the staff to make adjustments. We will work with Wendy Shelburne on finding a solution to the problem.



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University of Illinois at Urbana-Champaign

Music Library

Annual Report

The year's activities

Measurement, evaluation, and assessment activities

Goals and planning